Amendment 4-QA Responses 08.27.2025.pdf

Amendment 4-Solicitation Clarification/Questions Request Form

70US0925Q70092469 (Housekeeping) Wilmington

Additional Questions added number 30

# Questions Answers

Could you please confirm if a site visit is scheduled, or whether one can be coordinated for vendors to assess the work areas at 1105 and 1209 Barley Mill

Road, Wilmington, DE?

Yes, a site visit can be coordinated for vendors to assess the work areas at

1105 and 1209 Barley Mill Road, Wilmington, DE.

If there is an incumbent, could you kindly share the

Purchase Order number and the total contract value associated with their services?

No previous contract

Are there any changes between the previous scope of work and the current one outlined in this RFQ?

No

Are there any post-award submittals or deliverables

(e.g., security clearances, quality plans) we should prepare for in advance? If so, we would appreciate the relevant details.

Security clearances are required for all personnel accessing 1105 and 1209

Barley Mill Road, Wilmington, DE

Is there a site visit option and if not are their square footage available for the areas needing service?

Yes, there is a site visit option.

Square Footage & Facility Layout

Can you confirm the total cleanable square footage for all locations under this requirement?

Please specify the square footage by location: 1105

Barley Mill Road, 1209 Barley Mill Road (Carriage

House, guard booths, etc.).

Can you provide a facility map or floor plan showing all areas included in the cleaning scope?

The Carriage House at 1209 Barely Mill

Rd is 1900 square feet.

1105 Barley Mill Rd is 2131 square feet.

We have 8 small guard booths that can only fit one person.

We cannot provide a floorplan for security reasons.

Incumbent Contractor Information

Who is the current incumbent contractor? (Duplicate)

What is the total current contract value (base + option years)?

What is the incumbent’s current pricing for this requirement?

When does the incumbent’s current contract end?

No previous contract

On-Site Storage

The SOW notes storage space will be provided at both addresses. Can you confirm the size of each storage area?

Are there any access restrictions or security requirements?

Will the storage area be shared with other contractors or exclusively for janitorial use?

No on-site storage will be available. All supplies will need to be brought on each cleaning day.

Contracted staff will be escorted on property and a USSS standard background check for contractors will be conducted.

Supplies & Equipment

Are all cleaning supplies and consumables contractor-provided, or will any be Government-furnished?

If Government-furnished consumables are provided, what is the restocking process?

Will the Government provide any equipment (e.g., central vacuums) for use under this contract?

All cleaning equipment will be provided by the contractor.

Service Schedule & Scope

Are the specified cleaning days and hours fixed, or can they be adjusted with CO/COR approval?

Are there seasonal or event-related increases in cleaning frequency or scope?

Are there any areas excluded from the cleaning requirement?

Cleaning days can be adjusted but a set schedule of Monday, Wednesday, and

Friday is preferred.

No seasonal/event increases.

No areas excluded.

Security & Access

What is the background check process for contractor staff?

How long does security clearance approval typically take?

Will contractor staff be issued badges/keys, or will they be escorted?

The background process is the standard

USSS background check for contractors.

The process has a quick turnaround.

Contractor staff will be escorted.

Performance & Inspection

How often will inspections be conducted by the COR?

Randomly.

No formal inspection checklist.

Will a formal inspection checklist be used, and if so, can you provide a copy?

Are there performance deductions for noncompliance?

Contract Administration

Are there any known changes in scope or service level anticipated during the contract term?

Will the Government require monthly, quarterly, or annual reporting beyond standard invoicing?

There are no known changes anticipated during the contract term.

Standard invoicing is the sole requirement.

What is the Sqft. of the residential home, the small and large guard booths, & the main area of the carriage house?

Can you elaborate on what is meant by the "main areas" of carriage house?

How many trash/recycling bins are there at the residential home & main area of the carriage house that are to be moved to & from the home?

Was this opportunity awarded prior to this solicitation? If yes, what were the pain points and award of the previous contract?

What is the award criteria of this contract?

Rd is 1900 square feet. The main area of the Carriage House is the 1st floor where our staff are mostly located.

1105 Barley Mill Rd is 2131 square feet.

We cannot provide a floorplan for security reasons.

Can square footage, and the number of bedrooms, bathrooms for each of the structures be provided?

Rd is 1900 square feet with 5 rooms.

1105 Barley Mill Rd is 2131 square feet with 7 rooms.

Total 6 bathrooms:

Carriage House-2 Full Bathrooms

Guard Booth-1 Half Bathroom

1105-2 Full Bathrooms, 1 Half Bathroom

Can you confirm the expected duration for each cleaning visit at each location?

1 - 2 Hours

Are there any peak periods (e.g., special events, high-profile visits) where increased cleaning frequency or staffing will be required?

No

Are there floor plans or square footage details for the residential home, guard booths, and carriage house to help in labor and pricing estimates?

Answer: Floor plans are not available due to security concerns

Are there brand or type restrictions for cleaning products (e.g., environmentally friendly/Green Seal/EPA Safer Choice)?

No

Can you confirm whether any cleaning equipment (e.g., vacuums, mop buckets, carts) will be provided by the government, or will the contractor be responsible for furnishing all such equipment?

Contractor should furnish all equipment

Does the government require Material Safety Data Sheets (MSDS) to be submitted before product use?

No

Does the government require Material Safety Data Sheets (MSDS) to be submitted before product use?

Is there a current or recent incumbent contractor for these services?

Any notable issues or lessons learned from previous performance?

No, previous contract

What improvements or changes are expected compared to the last contract period?

No, previous contract

What is the expected security clearance process and timeline for contractor employees?

24 Hours

Can you confirm the lead time needed for personnel background checks before the start date?

36 - 48 Hours

Where can I find the clearance form?

A form will be provided to incumbent for completion

What is the budget ceiling or not-to-exceed amount?

Give you best estimate

Question/ Clarification 2: Are all eight (8) security booths to be cleaned twice weekly or four (4) at a time to be cleaned per cleaning day to total 8 booths being cleaned in the two-day cleaning period?

We can accommodate the 8 booths between the two days; however, we prefer to service the 4 main booths twice a week to include the one with bathroom at the main gate.

Question/ Clarification 3: Are Monday, Wednesday, and Thursday, the only days permitted for services?

We can be flexible if anything comes up, but that's the preferred schedule. In addition, it aligns with the trash pickup service.

Is there an average pickup time for trash & recycling or is it by "end of day" on Thursdays?

We prefer our bins to be out before

11:00 am. Trash pick-up is usually between 1:30 -3:00pm and recycle between 11:00am-1:00pm. But there have been instances of drivers being earlier that the times described above.

Does every guard booth have a restroom or only 1 guard booth has a restroom?

Only the booth by the main gate has a bathroom.

Will work start 9/15/25? If so will a pre meeting be required & when will info for background check be required to be submitted?

A pre-meeting can be arranged if necessary to discuss expectations, information for the crew working will be required as soon as possible once the contract has been awarded.